Administrative Assistant 1 or Administrative Assistant 2 #10111036-21800 & #10110117-21800, Full-Time, Perm, in Santa Fe, NM

Administrative Office of the Courts

Business Unit: 21800

Administrative Assistant 1 or Administrative Assistant 2 #10111036-21800 & #10110117-21800, Full-Time, Perm, in Santa Fe, NM

# of Positions: 2

Opening Date: 10-07-2025 - Close Date: 10-28-2025

Target Pay Range/Rate: AA1: $17.686 - $22.108/hr OR $36,787 - $45,985/yr AA2: $21.950 - $27.437/hr OR $45,656 - $57,069/yr

The Administrative Office of the Courts (AOC) is recruiting for two (2) full-time, classified, Administrative Assistant 1 or Administrative Assistant 2 positions #10111036-21800 & #10110117-21800 to support the AOC Human Resources Division in Santa Fe, New Mexico. GENERAL STATEMENT OF DUTIES: AA1: Acting under direct supervision performs clerical or administrative duties and assists the public. AA2: Acting under general direction organize the administrative activities of an office or special program, provide customer service, coordinate projects and perform clerical or administrative duties. Finalist(s) may be subject to criminal background checks.

Examples Of Job Duties

• The Administrative Assistant 1 is responsible for providing clerical and administrative support.
• Prepares documents, performs data entry, electronically files documents, makes copies and mails or disseminates records.
• Serve as a Court Monitor, attend court proceedings and ensure there is an audible recording of judicial proceedings, and receive and maintain court exhibits.
• Maintains a docket or calendar of deadlines and appointments.
• Manages and coordinates the timely processing of documents, correspondence, and records.
• Manages and tracks information and data using electronic databases.
• Manages and routes files and information to appropriate destination.
• Answers telephones, provides customer service, and greets visitors.
• Provides support to judges and staff, and coordinates and schedules meeting, facilities, training testing, vehicles, travel, staff, video conferencing, and teleconferences.
• Takes minutes and provides support to facilitator committees, and staff.
• Compiles and prepares statistical reports or analysis.
• May act as site coordinator to coordinate services with outside vendors.
• Receipts, balances, reconciles and distributes incoming monies.
• Orders supplies and ensures equipment is maintained.
• Performs records maintenance and management to include the retention or destruction of records.
• May assist in the courtroom or with court programs.
• Other duties as assigned.
  
  

Competencies/Qualifications

The successful applicant should demonstrate knowledge of customer service practices; establishing priorities and meetings deadlines; managing multiple projects concurrently; preparing and organizing documents and correspondence precisely; maintaining accurate files and records.

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Examples Of Job Duties

• The Administrative Assistant 2 is responsible for planning, organizing, and coordinating day-to-day and long-term project and activities.
• Prepare procurement requests and bids/quotes.
• Prepares and distributes materials, documents, copies, agendas and minutes.
• Performs data entry, electronically files documents, makes copies and mails or disseminates records.
• Drafts, proofreads, edits, disseminates and manages the timely processing of documents, correspondence, and records.
• Maintains rosters for committees or groups.
• Serves as a liaison with other court staff, state agencies, and the public, and provide assistance as requested.
• Dockets or calendars hearings, deadlines, and appointments.
• Coordinates and schedules meetings, facilities, training, testing, vehicles, travel, staff, video conferencing and teleconferences.
• Answers telephones, provides customer service and greets visitors.
• Demonstrates conflict resolution and de-escalation while providing customer service.
• Manages and tracks information and data using electronic databases.
• Compiles and prepares statistical reports, certificates, fliers, brochures, and business cards.
• Manages and route files, information, mail, and records to appropriate destination.
• Monitors, tracks, refers and orients program participants.
• Prepares, maintains and purges customer files, which may include confidential information.
• Coordinates employee identification, security access, and validates parking.
• Serves as a liaison between committees, the public or other judicial entities.
• Serves as a liaison to attorneys for assigned cases.
• May provide notarization services.
• Provides assistance with budget or legislative projects.
• Tracks and prepares travel or other reimbursement requests.
• Coordinates services with outside agencies.
• Receipts, balances, reconciles and distributes all incoming monies.
• Trains employees in day-to-day procedures and office functions.
• Develops or analyzes procedures as needed.
• May be assigned supervisory duties under the mentorship of a supervisor or manager.
• Researches and prepares documents, correspondence, notices of hearings and orders for judicial officer’s signature including reports/orders to close cases, quash bench warrants, and orders adopting recommendations.
• Prepares orders (e.g. pre-trial, temporary restraining, show cause, Rule 1-016 Scheduling Orders, orders of protection, civil restraining orders, and transport orders);
• Prepares referrals to support programs such as settlement facilitations, advisory consultants, guardians ad litem, etc.
• Screens petitions for domestic violence/civil cases.
• Trains and mentors new Administrative Assistants, and other court staff.
• May be responsible for managing a Judge or Justice’s chambers and chamber functions that support the court, to include maintaining and monitoring chamber’s docket and/or calendar.
• Prepares court files, schedules conferences, and circulates or files appellate opinions to comply with court procedures.
• Other duties as assigned.
  
  

Competencies/Qualifications

The successful applicant should demonstrate advanced knowledge of customer service and office management practices. Project management techniques, data collection methods, general office practices, establishing priorities and deadlines; managing multiple projects concurrently, preparing and organizing correspondence precisely, maintain accurate files and records, basic legal terminology; supervisory techniques,; mediation and managing conflict.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The following functions are representative, but not all-inclusive of the work environment and physical demands an employee may expect to encounter in performing tasks assigned to this job. Work is performed in an office or court setting. A valid driver's license and travel may be required. The assigned work schedule may include nights, weekends, holidays, and overtime. The employee must regularly interact positively with co-workers, clients, the public, judges, and justices.

• This job description is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions performed.
  
  

Benefits

• Medical/Dental/Vision/Rx, Short, and Long Term Disability Insurance Programs, employee assistance program (EAP) [http://www.mybenefitsnm.com/]
• State paid life insurance, supplemental and dependent life insurance
• Optional flexible spending accounts for medical, day-care, and travel expenses
• Paid vacation and sick leave up to eight (8) weeks
• Eleven (11) paid holidays
• Up to 12 weeks of paid parental leave
• Deferred Compensation 457(b) plan
• Lifetime Defined Benefits Retirement Plan [http://www.nmpera.org/]
• Flexible work schedules and alternative work locations*
• Free health care, Rx, and lab work at the facility (Stay Well Health Center) in Santa Fe, NM
• Bilingual compensation*
• Training and career development opportunities
• Higher education opportunities, educational leave, and tuition reimbursement
• May qualify for the Public Service Loan Forgiveness Program (PSLF)
• May receive overtime holiday or shift differential pay*
• May receive physical fitness leave*
  
  

*These benefits vary by job classification or need*

QUALIFICATIONS

• Administrative Assistant 1:
• Education: A high school diploma or GED.
• Education Substitution: None.
• Experience: Two (2) years of experience in a secretarial, clerical or related field.
• Experience Substitution: Additional post-secondary education in a related field may substitute for up to one (1) year of experience. Thirty (30) semester hours equals one (1) year of experience.
• Administrative Assistant 2:
• Education: A high school diploma or GED.
• Education Substitution: None.
• Experience: Four (4) years of experience in a secretarial, clerical, or related field.
• Experience: Four (4) years of experience in a secretarial, clerical, or related field.
  
  

TO APPLY: Submit a New Mexico Judicial Branch Application for Employment, or a Resume and a Resume Supplemental form, and proof of education to:

Application Forms:

Microsoft Word Format

Adobe PDF Format

Resume Supplemental Forms:

Microsoft Word Format

Adobe PDF Format Administrative Office of the Courts Attn: AOC Human Resources Division 202 E. Marcy Street Santa Fe, New Mexico 87501 Fax: 505-479-2641 Email: [email protected]

PROOF OF EDUCATION IS REQUIRED.

Applications can be emailed, faxed, or mailed.

EQUAL OPPORTUNITY EMPLOYER